What are the responsibilities and job description for the Staff Assistant III (Academic Affairs Assistant) position at Harvard University?

Basic Qualifications

3 years of relevant experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred :

High school diploma or GED preferred

Bachelor's degree

At least one year professional experience working with a diverse population of students

Facility with Microsoft Office, Canvas, and Zoom

Outward facing orientation

Friendly and approachable demeanor

High level of professionalism and discretion

Demonstrated commitment to diversity, inclusion, equity and belonging

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.

Harvard University requires pre-employment reference checks and background screenings.

This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Position Description

Reporting to the Assistant Director of Academic Affairs, the Academic Affairs Assistant performs a variety of complex administrative / support duties to coordinate the activities and procedures of a busy unit. The person in this role must work independently with minimal supervision and be able to collaborate effectively with the team. They must be proactive, can anticipate needs, and communicate the status of projects and respond to messages quickly.

Duties and responsibilities include, but are not limited to, the following :

Administrative Support :

Manage admissions process for one or more degree programs including assigning faculty reviewers in admissions portals according to a set algorithm, track rankings in Excel, prepare materials for faculty review meetings, prepare and submit admissions decisions to central offices, and prepare and distribute final departmental reports

Provide maintenance of student academic records; perform data management on milestones and degree requirements; serve as principal source of information on department / program policies and advise faculty advisors and students on procedures

Arrange for use of conference rooms and classrooms for student and faculty meetings; advise on availability and policies related to the use of on-campus spaces; arrange catering, media services, visitor passes, and other operational services for academic meetings and events

Provide course administration services to individual instructors on a quarterly basis, assist with scheduling Curriculum Committee meetings, play a key role in the planning and execution of academic-related meetings. This may include gathering data, drafting and disseminating agendas and minutes, and providing assistance with action items

Responsible for drafting, proof-reading and editing policies on a regular basis and organizing and implementing administrative systems and procedures

Student Services :

Be the first point of contact for current students seeking resources related to tutoring, professional development, and desk space

Serve as a key team member in the planning and execution of recruitment activities as well as events such as orientation, student socials, commencement, and exam administration

Perform outreach to department alumni to maintain strong ties; solicit volunteers for alumni panels; administer alumni LinkedIn group

The Academic Affairs Assistant will also perform other duties as assigned.

PLEASE NOTE : This is a benefits eligible, part-time position on a 21 hour / week schedule.

PLEASE NOTE : Occasional night and weekend work is required.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Job Summary

The Academic Affairs team in the Department of Social and Behavioral Sciences is devoted to delivering high quality programming to a diverse population of students, faculty and alumni who are committed to health equity. The Academic Affairs team is made up of three administrative staff including the Academic Affairs Assistant, Academic Engagement Coordinator, and Assistant Director of Academic Affairs. This team plays a key role in advancing the department's mission : to understand and intervene on the social determinants of health and health equity across the life-course.

Commitment to Equity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School's mission, objectives, and core values, our Principles of Citizenship, and our diversity, inclusion, and belonging initiatives.

Benefits

We invite you to visit Harvard's Total Rewards website (https : / / hr.harvard.edu / totalrewards) to learn more about our outstanding benefits package, which may include :

Paid Time Off : 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative / professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December / January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

Health and Welfare : Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

Work / Life and Wellness : Child and elder / adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

Retirement : University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

Tuition Assistance Program : Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

Tuition Reimbursement : Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

Professional Development : Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

Commuting and Transportation : Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

Harvard Facilities Access, Discounts and Perks : Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary : $5,250

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Staff Assistant III (Academic Affairs Assistant)

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